Send a document for e-signature

Send a document for e-signature

hivi-x includes electronic signatures, so routine documents can be signed from the same client file you collect documents in. You do not need a separate signing tool for consents, acknowledgements, engagement letters, or simple agreements.

Start from the client

1. Open the client and select the Sign tab.
2. Choose New signature request.

The client is pre-filled as the first recipient, and the request is linked to their file, so it shows up on that client's Sign tab later.

The four steps

1. Document. Upload a PDF and give the request a title and an optional message. Before you continue, confirm the document is not a will, codicil, power of attorney, or land-registration document.

2. Recipients. Add each signer with a name and email address. You can include yourself. Choose the signing order:

• Everyone at once — all recipients are invited immediately. Use this by default; it is faster.
• In order — each recipient is invited only after the previous one has signed. Use it when one signature depends on another, such as a guarantor who should see the tenant's signature first.

3. Place fields. Drag fields onto the page for each recipient: signature, initials, date signed, name, text, and checkbox. Each recipient has a colour, so it is clear whose field is whose.

4. Review and send. Check the summary, use Edit to jump back to any step, then send.

What your recipients do

Each recipient gets an email with a signing link. They:

1. Verify with a one-time code sent to the same email address.
2. Agree to sign electronically.
3. Complete their fields and finish — or decline, which is recorded and reported to you.

Signers can save their signature and initials for next time. They do not need a hivi-x or my-id.ca account.

Reminders and tracking

Recipients who have not signed get a reminder every three days, up to three reminders. You can also resend a signing link yourself from the request.

Each request shows its status — draft, sent, partially signed, completed, declined, voided, or expired — and each recipient shows pending, viewed, signed, or declined. Open a request to see the full activity trail.

The signed result

When the last recipient signs, hivi-x produces:

• The signed PDF — flattened and hash-locked. Its SHA-256 fingerprint is recorded, so anyone can upload the file at my-id.ca/verify to confirm it has not changed since signing.
• A certificate of completion — who signed, when, from where, and how they were verified.

Everyone gets a copy by email, and the signed PDF is saved to your Files under Sign, where it counts toward your storage.

When to keep another signing tool

hivi-x e-signature verifies signers by email one-time code. Keep DocuSign, Adobe Sign, or your brokerage's or carrier's platform when:

• Your brokerage, carrier, lender, or regulator requires a specific signing platform or form library.
• You need bulk sending, deep CRM integrations, or identity verification beyond an email code.

Federal law and a statute in each province recognise electronic signatures for most everyday agreements: in Ontario the Electronic Commerce Act, 2000, in Québec the Act to establish a legal framework for information technology. Ontario excludes wills, codicils and powers of attorney, and hivi-x doesn't support those, or land-registration documents, in any province. See which laws apply. For anything consequential, confirm the requirements with the party relying on the signature. This is general information, not legal advice.

Related

• Send your first guest link
• Business trial and billing